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Bernard Aschwanden
www.publishingsmarter.com
bernard@publishingsmarter.com
Make the Move
Unstructured to Structured
14:04
...
Migrating Word to FrameMaker to Structure
14:04@aschwanden4stc #stc19
2
 Word is great when you have content that is mana...
Overall Objectives
14:33@aschwanden4stc #stc19
3
 Evaluate a Word document for content quality
 Rework content for a top...
Rule 1: Know your audience
14:33@aschwanden4stc #stc19
4
 Why are you here? (A bit of a “show of hands”)
 Free certifica...
Housekeeping and note taking
14:37@aschwanden4stc #stc19
 Not all slides or topics are
equally weighted
 Use some, disca...
About your speaker
14:37@aschwanden4stc #stc19
 Publishing Smarter: President
 Content strategist, publishing
technologi...
Standard disclaimer
14:38@aschwanden4stc #stc19
 In the interest of brevity I
will make some blanket
statements to keep i...
Some stuff you know, some tech you
may not, and some hands on work
Go ahead, launch Word now…
@aschwanden4stc #stc19 14:40...
We created 3 documents to quickly demo ideas
14:40@aschwanden4stc #stc19
9
Mix and match: Sample 1—Poor styles
14:42@aschwanden4stc #stc19
10
PDF of the“Poor”has weak/flawed bookmarks
14:42@aschwanden4stc #stc19
11
Mix and match: Sample 2—Mixed styles
14:43@aschwanden4stc #stc19
12
PDF of the“Mixed”has 6 (incorrect) bookmarks
14:44@aschwanden4stc #stc19
13
Mix and match: Sample 3—Good styles
14:44@aschwanden4stc #stc19
14
PDF of the“Good”has well-nested bookmarks
14:45@aschwanden4stc #stc19
15
Before we go further
14:03@aschwanden4stc #stc19
16
 Do you know if your content is well styled? (If so, how?)
 Do you t...
Let’s talk about the *.docx extension
14:03@aschwanden4stc #stc19
 It’s actually XML
 You can “unzip” DOCX
 Creates fol...
The process (defaults in Windows, no magic)
14:03@aschwanden4stc #stc19
1. Create a *.docx file
2. Make a copy of it
3. Re...
document.xml from a good doc
14:03@aschwanden4stc #stc19
19
 <w:p w:rsidR="003754B0" w:rsidRDefault="00391015"
w:rsidP="0...
document.xml from a mixed doc
14:03@aschwanden4stc #stc19
20
 <w:p w:rsidR="003754B0" w:rsidRDefault="00615507"
w:rsidP="...
document.xml from a poor doc
14:03@aschwanden4stc #stc19
 <w:p w:rsidR="0056B"
w:rsidRPr="0017024B"
w:rsidRDefault="00433...
The good styles.xml defines character style
14:03@aschwanden4stc #stc19
22
 <w:style w:type="character" w:styleId="Strong...
styles.xml also defines table style
14:03@aschwanden4stc #stc19
23
 <w:style w:type="table" w:default="1" w:styleId="Tabl...
styles.xml also has paragraph style (+bonus!)
14:03@aschwanden4stc #stc19
24
 <w:style w:type="paragraph" w:styleId="Head...
What this means for you
14:03@aschwanden4stc #stc19
25
 You can create Word files with or without overrides
 You can cre...
The goal is to build this (Details follow)
14:03@aschwanden4stc #stc19
26
Initial content to write (no format, just text)
14:03@aschwanden4stc #stc19
27
Moving to structured content¶
The move to s...
Next steps (add formats)
14:03@aschwanden4stc #stc19
28
Moving to structured content [Assign Title, +Center Button]
The mo...
Save the file as“MoveToStructure.docx”
14:03@aschwanden4stc #stc19
29
Title paragraph
(+manual center)
“Normal” paragraph
...
Behind the scenes (the XML you could extract)
14:03@aschwanden4stc #stc19
 <?xml version="1.0" encoding="UTF-8" standalon...
The details you may care about…
14:04@aschwanden4stc #stc19
<w:body>
<w:p w:rsidR="008E34F2"
w:rsidRDefault="00AA6835" w:r...
Diving deeper
/* Get Word DOCX Statistics
// Prompt for Word files.
// Set up an output file.
// Get the files to process....
Analytics initially show 3 similar docs…
14:56@aschwanden4stc #stc19
33
… but the details show very different results
14:57@aschwanden4stc #stc19
34
Just character level details are scary (poor)
14:58@aschwanden4stc #stc19
35
The details remain scary (mixed)
14:58@aschwanden4stc #stc19
36
The details are scary (but less so in the good)
14:59@aschwanden4stc #stc19
37
Content cleanup tips
14:59@aschwanden4stc #stc19
38
 We can find very detailed issues
 Track them down
 Fix them “one-b...
For example, with many documents
15:00@aschwanden4stc #stc19
39
Once you know the volume and types of issues
15:00@aschwanden4stc #stc19
40
Legacy content review
15:01@aschwanden4stc #stc19
41
 Please feel free to ask me about your own content later on
 bernar...
Making the move to modular topics
may mean rewriting legacy content
@aschwanden4stc #stc19 15:02
42
Rework content for a
t...
 Modular means:
 Pieces of information must
make sense without context
 Pieces of information can
be moved around
 Con...
Benefits of topic-based content for users
15:04@aschwanden4stc #stc19
44
 Read what you want
 Read in the order you want...
Review your materials for nested content
15:05@aschwanden4stc #stc19
45
Learning’s complex enough
 Use titles that relate...
Save a file Create folders to organize files
1. Select File > Save As
2. Select a location
3. Choose a file format
4. Name...
 Darwin Information Typing Architecture
 DITA is about Topic, Maps, Specializations
 Some common topic types include
 ...
Types of topics
15:07@aschwanden4stc #stc19
48
 Tasks: Start with tasks (Users don’t want to
learn about something unless...
Work with images: Text heavy, mixed source
15:08@aschwanden4stc #stc19
It has been said a picture is worth
1000 words. If ...
ID the task / concept / reference?
15:09@aschwanden4stc #stc19
It has been said a picture is worth
1000 words. If this is ...
Remember: Tasks come first
15:10@aschwanden4stc #stc19
It has been said a picture is worth
1000 words. If this is true, it...
Repeat for concepts
15:10@aschwanden4stc #stc19
It has been said a picture is worth
1000 words. If this is true, it
makes ...
And for references
15:10@aschwanden4stc #stc19
It has been said a picture is worth
1000 words. If this is true, it
makes s...
Consider using highlighters!
15:10@aschwanden4stc #stc19
54
Now, the task title reads: Import pictures
15:11@aschwanden4stc #stc19
55
Images, maps, and charts can be added to web
pag...
Concept title: Reasons to use pictures
15:11@aschwanden4stc #stc19
56
It has been said a picture is worth 1000 words;
use ...
Reference title: Supported image formats
15:11@aschwanden4stc #stc19
57
Graphic types, how they are used, and
background i...
Remember: Styles are your friends
@aschwanden4stc #stc19 15:11
58
Import a Word file to FrameMaker
Importing Word to FrameMaker
15:12@aschwanden4stc #stc19
 Styles can be mapped
 Once mapped, save it
 Import one or mor...
Poor document mapped may look like
15:12@aschwanden4stc #stc19
60
Mid range
15:13@aschwanden4stc #stc19
61
Good document mapped may look like
15:14@aschwanden4stc #stc19
62
Importing our Word document
15:14@aschwanden4stc #stc19
1. Launch FrameMaker
2. Select File > New >
Document, then Portrai...
Configure the import
15:15@aschwanden4stc #stc19
64
 FrameMaker scans the Word source document
 If styles in Word match ...
Configure your settings, then click OK
15:16@aschwanden4stc #stc19
65
Save the file
15:18@aschwanden4stc #stc19
66
Launch FrameMaker and create your
first structured content
@aschwanden4stc #stc19 15:20
67
Create a Structured Workflow
Look for Element and Structure in Menu
15:22@aschwanden4stc #stc19
68
If NOT, select Edit > Preferences
15:26@aschwanden4stc #stc19
69
1
2
3
Optional relaunch File > New > DITA > Concept
15:26@aschwanden4stc #stc19
70
By default you see this (or similar)
15:26@aschwanden4stc #stc19
71
Change to a structured author mode
15:28@aschwanden4stc #stc19
72
1
2
Structure View: Hierarchy of content
15:28@aschwanden4stc #stc19
73
Click to the right of an element and type
14:02@aschwanden4stc #stc19
74
Save and Close the file
14:02@aschwanden4stc #stc19
75
Our imported Word source can be
converted to structured, DITA-ready
content with a bit of setup
@aschwanden4stc #stc19 15:...
Big picture for conversion
15:34@aschwanden4stc #stc19
77
 Any content in FrameMaker can be converted
 The more complex ...
Open MoveToStructure.fm
15:35@aschwanden4stc #stc19
78
Structure > Utilities > Generate CT
15:36@aschwanden4stc #stc19
79
Structure > Utilities > Generate CT
15:36@aschwanden4stc #stc19
80
Generate a New Conversion Table
15:37@aschwanden4stc #stc19
81
A bit of detail on the columns
15:37@aschwanden4stc #stc19
82
Wrap this object or objects In this element With this qualif...
Save as CT-BasicConcept.fm
15:38@aschwanden4stc #stc19
83
Wrap this object or objects In this element With this qualifier
...
Update to names DITA likes
15:39@aschwanden4stc #stc19
84
Wrap this object or objects In this element With this qualifier
...
Nest elements
15:39@aschwanden4stc #stc19
85
Wrap this object or objects In this element With this qualifier
P:Title title...
Apply the Conversion Table
15:40@aschwanden4stc #stc19
1. Go to MoveToStructure
2. Structure > Utilities >
Structure Curre...
Once converted to structure (and based on DITA)
15:43@aschwanden4stc #stc19
 The content could be
copied into a DITA conc...
Good Word, when mapped, may import as…
15:45@aschwanden4stc #stc19
88
Migrating Frame to DITA
15:46@aschwanden4stc #stc19
89
What a Structured (DITA) file looks like
15:46@aschwanden4stc #stc19
90
Remember the Good, the Bad, and the
Ugly
@aschwanden4stc #stc19 15:47
91
Move content to a CCMS
Good topic-based content is standard content
15:47@aschwanden4stc #stc19
92
Live? Video? Slides?
15:48@aschwanden4stc #stc19
93
 Going to try it live because…
 I’m an idiot?
 Hotel networks are 1...
PDF, HTML5, and other formats
@aschwanden4stc #stc19 15:48
94
Publishing
FrameMaker offers PDF/HTML5, etc File > Publish
15:51@aschwanden4stc #stc19
95
But… Word also converts to PDF and HTML
15:51@aschwanden4stc #stc19
96
Yeah. About that.
15:52@aschwanden4stc #stc19
97
Oh. Look. Word to HTML
15:52@aschwanden4stc #stc19
98
PDF from FrameMaker
15:53@aschwanden4stc #stc19
99
HTML5 from FrameMaker
15:53@aschwanden4stc #stc19
100
Summary and next steps
@aschwanden4stc #stc19 15:54
101
Conclusion
In about 75 minutes we did this:
15:54@aschwanden4stc #stc19
102
 Evaluate a Word document for content quality
 Rework c...
Download the whitepaper Watch the videos
16:48@aschwanden4stc #stc19
103
https://tinyurl.com/PS-YouTube-FM-Structure
https...
Services
15:56@aschwanden4stc #stc19
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Follow up contact information
15:58@aschwanden4stc #stc19
105
905 833 8448 (Eastern Time)
bernard@publishingsmarter.com
ww...
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Make the move from basic documents to structured documents

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Word is great when you have content that is managed by SharePoint, or based on standard and highly-enforced templates, or you have a team of developers to support your team of writers. However, there are too many ways for too many people to cause too many problems. Style overrides, manual formats, or just incorrect use of a template can haunt good content. You spend time and effort to make content great; now put a little bit more time into getting to know a tool that isn’t created for everyone. It’s created for those of us who work in technical communication. It’s time for Adobe FrameMaker.
In this session, you will learn how to
» Evaluate a Word document for content quality
» Rework content for a topic-based model
» Import a Word file to Adobe FrameMaker
» Create a structured workflow
» Migrate legacy content to a structured format
» Move your content to a CCMS
» Publish single sourced content to multiple channels, formats & devices

Veröffentlicht in: Technologie
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Make the move from basic documents to structured documents

  1. 1. Bernard Aschwanden www.publishingsmarter.com bernard@publishingsmarter.com Make the Move Unstructured to Structured 14:04 1 @aschwanden4stc #stc19
  2. 2. Migrating Word to FrameMaker to Structure 14:04@aschwanden4stc #stc19 2  Word is great when you have content that is managed by SharePoint, or based on standard and highly-enforced templates, or you have a team of developers to support your team of writers. However, there are too many ways for too many people to cause too many problems. Style overrides, manual formats, or just incorrect use of a template can haunt good content. You spend time and effort to make content great; now put a little bit more time into getting to know a tool that isn’t created for everyone. It’s created for those of us who work in technical communication. It’s time for Adobe FrameMaker.
  3. 3. Overall Objectives 14:33@aschwanden4stc #stc19 3  Evaluate a Word document for content quality  Rework content for a topic-based model  Import a Word file to Adobe FrameMaker  Create a structured workflow  Migrate legacy content to a structured format  Move your content to a CCMS  Publish single sourced content to multiple channels, formats & devices
  4. 4. Rule 1: Know your audience 14:33@aschwanden4stc #stc19 4  Why are you here? (A bit of a “show of hands”)  Free certificate that I can use to get a raise at work?  Here because “my boss made me do it”?  Here because migrating to structure is something you  Are just starting to talk about?  Want to do in the next 6 to 12 months?  Love it more than almost anything else on earth and you need it yesterday?  Prerequisite is a basic familiarity with content creation  Who is planning to “play along” as we do the work?
  5. 5. Housekeeping and note taking 14:37@aschwanden4stc #stc19  Not all slides or topics are equally weighted  Use some, discard others  Slides speed varies (reference)  Questions? Ask along the way!  I’d love to claim errors/typos is on purpose… they isn’t, weren’t never, and ain’t; I’ll fix ‘em as I can…  Tweet using @AdobeTCS and @aschwanden4stc  Reference #stc19 5
  6. 6. About your speaker 14:37@aschwanden4stc #stc19  Publishing Smarter: President  Content strategist, publishing technologies expert, author, and geek-enough  Certified Technical Trainer  FrameMaker  Content management  Topic-based writing  Structured content (includes DITA)  Society for Technical Communications  Past President  STC Associate Fellow 6
  7. 7. Standard disclaimer 14:38@aschwanden4stc #stc19  In the interest of brevity I will make some blanket statements to keep it simple  It’s not all 100% “the truth”, but I’ll stay close  Purists may complain  And they are wrong!  (except when they are right)  A lot of slides to guide us, plus hands-on work 7
  8. 8. Some stuff you know, some tech you may not, and some hands on work Go ahead, launch Word now… @aschwanden4stc #stc19 14:40 8 Evaluate a Word Document
  9. 9. We created 3 documents to quickly demo ideas 14:40@aschwanden4stc #stc19 9
  10. 10. Mix and match: Sample 1—Poor styles 14:42@aschwanden4stc #stc19 10
  11. 11. PDF of the“Poor”has weak/flawed bookmarks 14:42@aschwanden4stc #stc19 11
  12. 12. Mix and match: Sample 2—Mixed styles 14:43@aschwanden4stc #stc19 12
  13. 13. PDF of the“Mixed”has 6 (incorrect) bookmarks 14:44@aschwanden4stc #stc19 13
  14. 14. Mix and match: Sample 3—Good styles 14:44@aschwanden4stc #stc19 14
  15. 15. PDF of the“Good”has well-nested bookmarks 14:45@aschwanden4stc #stc19 15
  16. 16. Before we go further 14:03@aschwanden4stc #stc19 16  Do you know if your content is well styled? (If so, how?)  Do you think that there may be:  Format overrides (to make that paragraph fit on a line, or the word stand out, or the content fit on a page)  Empty paragraphs (or even empty spaces that may have style info)  A mix of manual and programmed references (see X on page #)  Manual and automated numbering mixed together  Content copied/pasted from other documents  If so, then content may be a risk for conversion
  17. 17. Let’s talk about the *.docx extension 14:03@aschwanden4stc #stc19  It’s actually XML  You can “unzip” DOCX  Creates folders including the /word folder  document.xml  styles.xml  /media  Each XML has info  The document.xml is info about the content including overrides to formats  The styles.xml is the actual set of default styles that exist  The media folder contains, amongst other things, images 17
  18. 18. The process (defaults in Windows, no magic) 14:03@aschwanden4stc #stc19 1. Create a *.docx file 2. Make a copy of it 3. Rename the copy to *.zip 4. Extract the zip file 5. Review content We’ll look at the document.xml file and discuss the styles.xml briefly. 18
  19. 19. document.xml from a good doc 14:03@aschwanden4stc #stc19 19  <w:p w:rsidR="003754B0" w:rsidRDefault="00391015" w:rsidP="003754B0"> <w:pPr> <w:pStyle w:val="Title"/> </w:pPr> <w:r> <w:t>Prepping a Word Document for Structure</w:t> </w:r> </w:p>
  20. 20. document.xml from a mixed doc 14:03@aschwanden4stc #stc19 20  <w:p w:rsidR="003754B0" w:rsidRDefault="00615507" w:rsidP="00A3480A"> <w:pPr> <w:pStyle w:val="Title"/> <w:jc w:val="center"/> </w:pPr> <w:r> <w:t>Prepping a Word Document: Mixed</w:t> </w:r> </w:p>
  21. 21. document.xml from a poor doc 14:03@aschwanden4stc #stc19  <w:p w:rsidR="0056B" w:rsidRPr="0017024B" w:rsidRDefault="00433EC2" w:rsidP="00445B46"> <w:pPr> <w:pStyle w:val="Title"/> <w:rPr> <w:sz w:val="54"/> <w:szCs w:val="54"/> </w:rPr> </w:pPr> <w:r w:rsidRPr="0014B"> <w:rPr> <w:b/> <w:sz w:val="54"/> <w:szCs w:val="54"/> </w:rPr> <w:tab/> </w:r> <w:r w:rsidR="0014B"> <w:rPr> <w:b/> <w:sz w:val="54"/> <w:szCs w:val="54"/> </w:rPr> <w:t xml:space="preserve" /> </w:r> <w:r w:rsidR="00FAC" w:rsidRPr="0017024B"> <w:rPr> <w:sz w:val="54"/> <w:szCs w:val="54"/> </w:rPr> <w:t>Prepping a Word Document: Poor</w:t> </w:r> </w:p> 21
  22. 22. The good styles.xml defines character style 14:03@aschwanden4stc #stc19 22  <w:style w:type="character" w:styleId="Strong"> <w:name w:val="Strong"/> <w:basedOn w:val="DefaultParagraphFont"/> <w:uiPriority w:val="22"/> <w:qFormat/> <w:rsid w:val="00391015"/> <w:rPr> <w:b/> <w:bCs/> </w:rPr> </w:style>
  23. 23. styles.xml also defines table style 14:03@aschwanden4stc #stc19 23  <w:style w:type="table" w:default="1" w:styleId="TableNormal"> <w:name w:val="Normal Table"/> <w:uiPriority w:val="99"/> <w:semiHidden/> <w:unhideWhenUsed/> <w:qFormat/> <w:tblPr> <w:tblInd w:w="0" w:type="dxa"/> <w:tblCellMar> <w:top w:w="0" w:type="dxa"/> <w:left w:w="108" w:type="dxa"/> <w:bottom w:w="0" w:type="dxa"/> <w:right w:w="108" w:type="dxa"/> </w:tblCellMar> </w:tblPr> </w:style>
  24. 24. styles.xml also has paragraph style (+bonus!) 14:03@aschwanden4stc #stc19 24  <w:style w:type="paragraph" w:styleId="Heading1"> <w:name w:val="heading 1"/> <w:basedOn w:val="Normal"/> <w:next w:val="Normal"/> <w:link w:val="Heading1Char"/> <w:uiPriority w:val="9"/> <w:qFormat/> <w:rsid w:val="003754B0"/> <w:pPr> <w:keepNext/> <w:keepLines/> <w:spacing w:before="240" w:after="0"/> <w:outlineLvl w:val="0"/> </w:pPr> </w:style>
  25. 25. What this means for you 14:03@aschwanden4stc #stc19 25  You can create Word files with or without overrides  You can create a zip and extract/analyze the XML  Look for things like:  w:pStyle  w:style w:type="character“  w:style w:type=“table“  w:p (this is the default “Normal” tag)  Reference the Microsoft materials and other content for details  Get Hands On: Let’s create a Word file now  Launch Word and File > New to create a generic file
  26. 26. The goal is to build this (Details follow) 14:03@aschwanden4stc #stc19 26
  27. 27. Initial content to write (no format, just text) 14:03@aschwanden4stc #stc19 27 Moving to structured content¶ The move to structured content is gaining a lot of traction.¶ There are many reasons, including:¶ Working with large volumes of content¶ Managing complex numbering systems¶ Meeting online or print design and layout requirements¶ Publishing to Responsive HTML5 (plus apps, ebooks, and PDF), or¶ Other reasons to retire just a word processor and use a professional communications tool!
  28. 28. Next steps (add formats) 14:03@aschwanden4stc #stc19 28 Moving to structured content [Assign Title, +Center Button] The move to structured content is gaining a lot of traction. There are many reasons, including: [Make 2 words Emphasis]  Working with large volumes of content  Managing complex numbering systems  Meeting online or print design and layout requirements  Publishing to Responsive HTML5 (plus apps, ebooks, and PDF), or  Other reasons to retire just a word processor and use a professional communications tool! [Make the rest of the paragraphs bulleted; select them all, then click the toolbar icon]
  29. 29. Save the file as“MoveToStructure.docx” 14:03@aschwanden4stc #stc19 29 Title paragraph (+manual center) “Normal” paragraph with 2 words in Emphasis Collection of bullets (using the toolbar icon)
  30. 30. Behind the scenes (the XML you could extract) 14:03@aschwanden4stc #stc19  <?xml version="1.0" encoding="UTF-8" standalone="yes"?> <w:document xmlns:ve="http://schemas.openxmlformats.org/markup-compatibility/2006" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:r="http://schemas.openxmlformats.org/officeDocument/2006/relationships" xmlns:m="http://schemas.openxmlformats.org/officeDocument/2006/math" xmlns:v="urn:schemas-microsoft-com:vml" xmlns:wp="http://schemas.openxmlformats.org/drawingml/2006/wordprocessingDrawing" xmlns:w10="urn:schemas-microsoft-com:office:word" xmlns:w="http://schemas.openxmlformats.org/wordprocessingml/2006/main" xmlns:wne="http://schemas.microsoft.com/office/word/2006/wordml"> <w:body> <w:p w:rsidR="008E34F2" w:rsidRDefault="00AA6835" w:rsidP="00A801F8"> <w:pPr> <w:pStyle w:val="Title"/> <w:jc w:val="center"/> </w:pPr> <w:r> <w:t xml:space="preserve">Moving to structured </w:t> </w:r> <w:r w:rsidR="00A801F8"> <w:t>content</w:t> </w:r> </w:p> <w:p w:rsidR="00AA6835" w:rsidRDefault="00AA6835" w:rsidP="00AA6835"> <w:r> <w:t xml:space="preserve">The move to </w:t> </w:r> <w:r w:rsidRPr="00AA6835"> <w:rPr> <w:rStyle w:val="Emphasis"/> </w:rPr> <w:t>structured content</w:t> </w:r> <w:r> <w:t xml:space="preserve"> is gaining a lot of traction. There are many reasons, including:</w:t> </w:r> </w:p> <w:p w:rsidR="00AA6835" w:rsidRDefault="00AA6835" w:rsidP="00AA6835"> <w:pPr> <w:pStyle w:val="ListParagraph"/> <w:numPr> <w:ilvl w:val="0"/> <w:numId w:val="1"/> </w:numPr> </w:pPr> <w:r> <w:t>Working with large volumes of content</w:t> </w:r> </w:p>  <w:p w:rsidR="00AA6835" w:rsidRDefault="00AA6835" w:rsidP="00AA6835"> <w:pPr> <w:pStyle w:val="ListParagraph"/> <w:numPr> <w:ilvl w:val="0"/> <w:numId w:val="1"/> </w:numPr> </w:pPr> <w:r> <w:t>Managing complex numbering systems</w:t> </w:r> </w:p> <w:p w:rsidR="00AA6835" w:rsidRDefault="00AA6835" w:rsidP="00AA6835"> <w:pPr> <w:pStyle w:val="ListParagraph"/> <w:numPr> <w:ilvl w:val="0"/> <w:numId w:val="1"/> </w:numPr> </w:pPr> <w:r> <w:t>Meeting online or print design and layout requirements</w:t> </w:r> </w:p> <w:p w:rsidR="00AA6835" w:rsidRDefault="00AA6835" w:rsidP="00AA6835"> <w:pPr> <w:pStyle w:val="ListParagraph"/> <w:numPr> <w:ilvl w:val="0"/> <w:numId w:val="1"/> </w:numPr> </w:pPr> <w:r> <w:t xml:space="preserve">Publishing to Responsive HTML5 (plus apps, </w:t> </w:r> <w:proofErr w:type="spellStart"/> <w:r> <w:t>ebooks</w:t> </w:r> <w:proofErr w:type="spellEnd"/> <w:r> <w:t>, and PDF), or</w:t> </w:r> </w:p> <w:p w:rsidR="00AA6835" w:rsidRPr="00AA6835" w:rsidRDefault="00AA6835" w:rsidP="00AA6835"> <w:pPr> <w:pStyle w:val="ListParagraph"/> <w:numPr> <w:ilvl w:val="0"/> <w:numId w:val="1"/> </w:numPr> </w:pPr> <w:r> <w:t>Other reasons to retire just a word processor and use a professional communications tool!</w:t> </w:r> </w:p> <w:sectPr w:rsidR="00AA6835" w:rsidRPr="00AA6835" w:rsidSect="008E34F2"> <w:pgSz w:w="12240" w:h="15840"/> <w:pgMar w:top="1440" w:right="1440" w:bottom="1440" w:left="1440" w:header="720" w:footer="720" w:gutter="0"/> <w:cols w:space="720"/> <w:docGrid w:linePitch="360"/> </w:sectPr> </w:body> </w:document> 30
  31. 31. The details you may care about… 14:04@aschwanden4stc #stc19 <w:body> <w:p w:rsidR="008E34F2" w:rsidRDefault="00AA6835" w:rsidP="00A801F8"> <w:pPr> <w:pStyle w:val="Title"/> <w:jc w:val="center"/> </w:pPr> <w:r> <w:t xml:space="preserve">Moving to structured </w:t> </w:r> <w:r w:rsidR="00A801F8"> <w:t>content</w:t> </w:r> </w:p> <w:p w:rsidR="00AA6835" w:rsidRDefault="00AA6835" w:rsidP="00AA6835"> <w:r> <w:t xml:space="preserve">The move to </w:t> </w:r> <w:r w:rsidRPr="00AA6835"> <w:rPr> <w:rStyle w:val="Emphasis"/> </w:rPr> <w:t>structured content</w:t> </w:r> <w:r> <w:t xml:space="preserve"> is gaining a lot of traction. There are many reasons, including:</w:t> </w:r> </w:p> <w:p w:rsidR="00AA6835" w:rsidRDefault="00AA6835" w:rsidP="00AA6835"> <w:pPr> <w:pStyle w:val="ListParagraph"/> <w:numPr> <w:ilvl w:val="0"/> <w:numId w:val="1"/> </w:numPr> </w:pPr> <w:r> <w:t>Working with large volumes of content</w:t> </w:r> </w:p> 31
  32. 32. Diving deeper /* Get Word DOCX Statistics // Prompt for Word files. // Set up an output file. // Get the files to process. // Process all files. // Write the file statistics // Append the field list // Get the number of pages. // Add tables's style data // Generate the report // Format it all for Excel  Remember our 3 Word files?  We decided to go explore them  Using our own tools we converted each of the three “sources” to XML  We can ID what is in the XML  Consolidate info into a spreadsheet  Can be done file by file  We ended up automating it 32 14:56@aschwanden4stc #stc19
  33. 33. Analytics initially show 3 similar docs… 14:56@aschwanden4stc #stc19 33
  34. 34. … but the details show very different results 14:57@aschwanden4stc #stc19 34
  35. 35. Just character level details are scary (poor) 14:58@aschwanden4stc #stc19 35
  36. 36. The details remain scary (mixed) 14:58@aschwanden4stc #stc19 36
  37. 37. The details are scary (but less so in the good) 14:59@aschwanden4stc #stc19 37
  38. 38. Content cleanup tips 14:59@aschwanden4stc #stc19 38  We can find very detailed issues  Track them down  Fix them “one-by-one” or ID when it makes sense to do it programmatically  The tricky part kicks in with larger doc sets  Hundreds, or even 1000s of source Word documents
  39. 39. For example, with many documents 15:00@aschwanden4stc #stc19 39
  40. 40. Once you know the volume and types of issues 15:00@aschwanden4stc #stc19 40
  41. 41. Legacy content review 15:01@aschwanden4stc #stc19 41  Please feel free to ask me about your own content later on  bernard@publishingsmarter.com  ENSURE YOU CAN ACTUALLY SHARE IT (legal/NDA)  I’m also at the Adobe booth for the conference  Mention the STC conference and the Adobe workshop
  42. 42. Making the move to modular topics may mean rewriting legacy content @aschwanden4stc #stc19 15:02 42 Rework content for a topic-based model
  43. 43.  Modular means:  Pieces of information must make sense without context  Pieces of information can be moved around  Context may or may not bring extra meaning to individual pieces 15:03 43 @aschwanden4stc #stc19
  44. 44. Benefits of topic-based content for users 15:04@aschwanden4stc #stc19 44  Read what you want  Read in the order you want  Common layout makes it fast to scan and find content (beyond search)  Right information, right format, right time  Information is in topic types, each with a purpose  Task: How to complete a goal  Concept: Why a goal is worth achieving, or what it is  Reference: Quick lookup or guide to technical specs
  45. 45. Review your materials for nested content 15:05@aschwanden4stc #stc19 45 Learning’s complex enough  Use titles that relate to the goal of a user  Don’t nest additional steps or tasks  Rework content into clear topics Saving 1. Select File > Save As The Save dialog appears. 2. Select a location 3. If required, create a folder a) Click New Folder A new folder is created b) Type a name for the folder c) Press Enter 4. Choose a file format  RTF: Rich Text Format  DOC: Microsoft Word document  FM: Adobe FrameMaker file 5. Name the file and click Save.
  46. 46. Save a file Create folders to organize files 1. Select File > Save As 2. Select a location 3. Choose a file format 4. Name the file 5. Click Save 1. Click New Folder 2. Type a name for the folder 3. Press Enter Much better would be 15:06@aschwanden4stc #stc19 46
  47. 47.  Darwin Information Typing Architecture  DITA is about Topic, Maps, Specializations  Some common topic types include  concept  reference  task  glossary  bookmap and map 15:07@aschwanden4stc #stc19 47 DITA supports topic-based content DITA Information Types Topic–Concept–Task–Reference
  48. 48. Types of topics 15:07@aschwanden4stc #stc19 48  Tasks: Start with tasks (Users don’t want to learn about something unless they have to)  What does the user need to do? Identify those and then write how they do it.  Concepts: Supporting info for a task  In many cases, concepts can provide a clear conceptual model that is lacking in a task. Used to orient the users.  References: Quick look up; no procedures, no conceptual information
  49. 49. Work with images: Text heavy, mixed source 15:08@aschwanden4stc #stc19 It has been said a picture is worth 1000 words. If this is true, it makes sense to use images to show ideas, visualize things, or to add life to dry text. You can add images in supported formats to web pages. To insert images first select where you want in on your web page. Choose Insert in the Image menu. There are many image formats supported (web formats), and since pictures draw the eye to a specific location, you may want to add maps or charts. If maps or charts are used they can visually explain ideas that may take many pages to write about. They can even make content feel more alive, so if it makes sense, add them to reports to accentuate an idea that matters. Once you know the format you need, select a file location and click Map or Chart if needed. We support jpg, gif, png, svg (and we convert Illustrator or Photoshop too!). Click on a file, then Insert. 49
  50. 50. ID the task / concept / reference? 15:09@aschwanden4stc #stc19 It has been said a picture is worth 1000 words. If this is true, it makes sense to use images to show ideas, visualize things, or to add life to dry text. You can add images in supported formats to web pages. To insert images first select where you want in on your web page. Choose Insert in the Image menu. There are many image formats supported (web formats), and since pictures draw the eye to a specific location, you may want to add maps or charts. If maps or charts are used they can visually explain ideas that may take many pages to write about. They can even make content feel more alive, so if it makes sense, add them to reports to accentuate an idea that matters. Once you know the format you need, select a file location and click Map or Chart if needed. We support jpg, gif, png, svg (and we convert Illustrator or Photoshop too!). Click on a file, then Insert. 50
  51. 51. Remember: Tasks come first 15:10@aschwanden4stc #stc19 It has been said a picture is worth 1000 words. If this is true, it makes sense to use images to show ideas, visualize things, or to add life to dry text. You can add images in supported formats to web pages. To insert images first select where you want in on your web page. Choose Insert in the Image menu. There are many image formats supported (web formats), and since pictures draw the eye to a specific location, you may want to add maps or charts. If maps or charts are used they can visually explain ideas that may take many pages to write about. They can even make content feel more alive, so if it makes sense, add them to reports to accentuate an idea that matters. Once you know the format you need, select a file location and click Map or Chart if needed. We support jpg, gif, png, svg (and we convert Illustrator or Photoshop too!). Click on a file, then Insert. 51
  52. 52. Repeat for concepts 15:10@aschwanden4stc #stc19 It has been said a picture is worth 1000 words. If this is true, it makes sense to use images to show ideas, visualize things, or to add life to dry text. You can add images in supported formats to web pages. To insert images first select where you want in on your web page. Choose Insert in the Image menu. There are many image formats supported (web formats), and since pictures draw the eye to a specific location, you may want to add maps or charts. If maps or charts are used they can visually explain ideas that may take many pages to write about. They can even make content feel more alive, so if it makes sense, add them to reports to accentuate an idea that matters. Once you know the format you need, select a file location and click Map or Chart if needed. We support jpg, gif, png, svg (and we convert Illustrator or Photoshop too!). Click on a file, then Insert. 52
  53. 53. And for references 15:10@aschwanden4stc #stc19 It has been said a picture is worth 1000 words. If this is true, it makes sense to use images to show ideas, visualize things, or to add life to dry text. You can add images in supported formats to web pages. To insert images first select where you want in on your web page. Choose Insert in the Image menu. There are many image formats supported (web formats), and since pictures draw the eye to a specific location, you may want to add maps or charts. If maps or charts are used they can visually explain ideas that may take many pages to write about. They can even make content feel more alive, so if it makes sense, add them to reports to accentuate an idea that matters. Once you know the format you need, select a file location and click Map or Chart if needed. We support jpg, gif, png, svg (and we convert Illustrator or Photoshop too!). Click on a file, then Insert. 53
  54. 54. Consider using highlighters! 15:10@aschwanden4stc #stc19 54
  55. 55. Now, the task title reads: Import pictures 15:11@aschwanden4stc #stc19 55 Images, maps, and charts can be added to web pages. Prereq: Ensure graphics are in a supported web-friendly file format. 1. Select the location to insert an image. 2. Select Image > Insert. If inserting a Map or Chart, specify this. 3. Select a folder location. 4. Select a file. 5. Click Insert. 6. Configure the image as needed.
  56. 56. Concept title: Reasons to use pictures 15:11@aschwanden4stc #stc19 56 It has been said a picture is worth 1000 words; use images to show ideas, visualize complex ideas, or to add life to dry text. Pictures draw the eye to a specific location. If maps or charts are used they can graphically explain an idea that may take many pages to write about. They can even make content feel more alive, so if it makes sense, add them to reports to accentuate an idea that matters.
  57. 57. Reference title: Supported image formats 15:11@aschwanden4stc #stc19 57 Graphic types, how they are used, and background information. Format Function Notes .jpg Raster based images displayed online (web). Our conversion tools allow multiple options, test for best compatibility. .gif .png .svg Vector based images displayed online (web) Our conversion tools allow multiple options, test for best compatibility. .ps Adobe Photoshop Raster based source. .ai Adobe Illustrator Vector based source.
  58. 58. Remember: Styles are your friends @aschwanden4stc #stc19 15:11 58 Import a Word file to FrameMaker
  59. 59. Importing Word to FrameMaker 15:12@aschwanden4stc #stc19  Styles can be mapped  Once mapped, save it  Import one or more *.docx  Results vary  Better results  Better styles in the source  Better use of the styles  Poorer results  Poor use of styles  Misuse of styles 59
  60. 60. Poor document mapped may look like 15:12@aschwanden4stc #stc19 60
  61. 61. Mid range 15:13@aschwanden4stc #stc19 61
  62. 62. Good document mapped may look like 15:14@aschwanden4stc #stc19 62
  63. 63. Importing our Word document 15:14@aschwanden4stc #stc19 1. Launch FrameMaker 2. Select File > New > Document, then Portrait 3. Select File > Import > File 4. At the bottom, click Copy Into Document 5. Find/select the Word source 6. Import the document 7. Confirm message dialogs 63
  64. 64. Configure the import 15:15@aschwanden4stc #stc19 64  FrameMaker scans the Word source document  If styles in Word match tags in FrameMaker they are automatically mapped for you  If they do NOT then you can map them via a visual interface  Character format and table format conversion can be done  Advanced settings allow for further cleanup  You can even save your settings  Demo: Configure the dialog as seen on the next slide
  65. 65. Configure your settings, then click OK 15:16@aschwanden4stc #stc19 65
  66. 66. Save the file 15:18@aschwanden4stc #stc19 66
  67. 67. Launch FrameMaker and create your first structured content @aschwanden4stc #stc19 15:20 67 Create a Structured Workflow
  68. 68. Look for Element and Structure in Menu 15:22@aschwanden4stc #stc19 68
  69. 69. If NOT, select Edit > Preferences 15:26@aschwanden4stc #stc19 69 1 2 3
  70. 70. Optional relaunch File > New > DITA > Concept 15:26@aschwanden4stc #stc19 70
  71. 71. By default you see this (or similar) 15:26@aschwanden4stc #stc19 71
  72. 72. Change to a structured author mode 15:28@aschwanden4stc #stc19 72 1 2
  73. 73. Structure View: Hierarchy of content 15:28@aschwanden4stc #stc19 73
  74. 74. Click to the right of an element and type 14:02@aschwanden4stc #stc19 74
  75. 75. Save and Close the file 14:02@aschwanden4stc #stc19 75
  76. 76. Our imported Word source can be converted to structured, DITA-ready content with a bit of setup @aschwanden4stc #stc19 15:31 76 From Legacy to Structure
  77. 77. Big picture for conversion 15:34@aschwanden4stc #stc19 77  Any content in FrameMaker can be converted  The more complex the content, the tougher the setup  We have a basic document  Title paragraph  Body paragraph  Bulleted paragraphs  Emphasis character format  Our conversion table basics are just that… Basics
  78. 78. Open MoveToStructure.fm 15:35@aschwanden4stc #stc19 78
  79. 79. Structure > Utilities > Generate CT 15:36@aschwanden4stc #stc19 79
  80. 80. Structure > Utilities > Generate CT 15:36@aschwanden4stc #stc19 80
  81. 81. Generate a New Conversion Table 15:37@aschwanden4stc #stc19 81
  82. 82. A bit of detail on the columns 15:37@aschwanden4stc #stc19 82 Wrap this object or objects In this element With this qualifier P:Title Title P:Body Body P:Bulleted Bulleted C:Emphasis Emphasis When a P (paragraph) or C (character) with a name is found... ...take that tagged content and wrap it into a named element
  83. 83. Save as CT-BasicConcept.fm 15:38@aschwanden4stc #stc19 83 Wrap this object or objects In this element With this qualifier P:Title Title P:Body Body P:Bulleted Bulleted C:Emphasis Emphasis
  84. 84. Update to names DITA likes 15:39@aschwanden4stc #stc19 84 Wrap this object or objects In this element With this qualifier P:Title title P:Body p P:Bulleted li C:Emphasis i
  85. 85. Nest elements 15:39@aschwanden4stc #stc19 85 Wrap this object or objects In this element With this qualifier P:Title title P:Body p P:Bulleted li C:Emphasis i E:li+ ul (E:p | E:ul)+ conbody E:title, E:conbody concept
  86. 86. Apply the Conversion Table 15:40@aschwanden4stc #stc19 1. Go to MoveToStructure 2. Structure > Utilities > Structure Current Doc 3. Choose the CT file 4. Click Add Structure 5. Click OK 6. Review the structure 86
  87. 87. Once converted to structure (and based on DITA) 15:43@aschwanden4stc #stc19  The content could be copied into a DITA concept  Once there, a bit of minor cleanup  For example, you may choose to click View menu and show or hide boundaries to dive in deeper, or change attribute display options  May want to “right-click” the concept element and assign an ID  Regardless of additional changes, the core of the conversion is complete  The file can quickly be converted to DITA  If the source has more paragraphs or bullets added, re-run the CT  If more objects are added, the CT needs more dev 87
  88. 88. Good Word, when mapped, may import as… 15:45@aschwanden4stc #stc19 88
  89. 89. Migrating Frame to DITA 15:46@aschwanden4stc #stc19 89
  90. 90. What a Structured (DITA) file looks like 15:46@aschwanden4stc #stc19 90
  91. 91. Remember the Good, the Bad, and the Ugly @aschwanden4stc #stc19 15:47 91 Move content to a CCMS
  92. 92. Good topic-based content is standard content 15:47@aschwanden4stc #stc19 92
  93. 93. Live? Video? Slides? 15:48@aschwanden4stc #stc19 93  Going to try it live because…  I’m an idiot?  Hotel networks are 100% reliable and fast?  I tested this extensively?  If it WON’T play nice I have a backup in Captivate  Let’s go…
  94. 94. PDF, HTML5, and other formats @aschwanden4stc #stc19 15:48 94 Publishing
  95. 95. FrameMaker offers PDF/HTML5, etc File > Publish 15:51@aschwanden4stc #stc19 95
  96. 96. But… Word also converts to PDF and HTML 15:51@aschwanden4stc #stc19 96
  97. 97. Yeah. About that. 15:52@aschwanden4stc #stc19 97
  98. 98. Oh. Look. Word to HTML 15:52@aschwanden4stc #stc19 98
  99. 99. PDF from FrameMaker 15:53@aschwanden4stc #stc19 99
  100. 100. HTML5 from FrameMaker 15:53@aschwanden4stc #stc19 100
  101. 101. Summary and next steps @aschwanden4stc #stc19 15:54 101 Conclusion
  102. 102. In about 75 minutes we did this: 15:54@aschwanden4stc #stc19 102  Evaluate a Word document for content quality  Rework content for a topic-based model  Import a Word file to Adobe FrameMaker  Create a structured workflow  Migrate legacy content to a structured format  Move your content to a CCMS  Publish single sourced content to multiple channels, formats & devices
  103. 103. Download the whitepaper Watch the videos 16:48@aschwanden4stc #stc19 103 https://tinyurl.com/PS-YouTube-FM-Structure https://tinyurl.com/PS-Adobe-Structure-Migration
  104. 104. Services 15:56@aschwanden4stc #stc19 104
  105. 105. Follow up contact information 15:58@aschwanden4stc #stc19 105 905 833 8448 (Eastern Time) bernard@publishingsmarter.com www.linkedin.com/in/bernardaschwanden www.publishingsmarter.com

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